Introduction

The Document Preprocessor automates document renaming using OCR, entity matching, and batch file saving. This introduction covers the common workflows shared across all preprocessing modes.

Opening the Dashboard

Portable EXE

Steps:

1. Locate the preprocessor executable (e.g., InvoiceProcessor.exe or DocumentPreprocessor.exe)
2. Double-click to launch
3. Keep the terminal window open (do not close it)
4. Open your browser and visit http://localhost:8501

Preventing data loss

Refreshing will reset the workflow. The terminal window can be minimized but must remain open.

Local Intranet

Intranet deployment is still in progress. Check back for updates.

Server Connection

A green Server connection active message under the heading indicates the system can save directly to server folders. If you don’t see this message, files will save locally instead.

Uploading Documents

Drag PDF or DOCX files into the upload box or click Browse files. Multiple files can be uploaded at once.

After uploading, click Process PDFs to extract data. Processing multiple files will be parsed using multiple threads.

Files already renamed?

For invoice processing, check Use Filename and skip matching to batch upload with existing filenames. This skips the matching algorithm.

Navigation

PDF Navigation

Use Previous and Next to move between uploaded documents. Changes save automatically.

Remove PDF removes the current file from the processing stack but does not delete it from your hard drive.

Page Navigation

Navigate through pages within multi-page documents using the ◀ and ▶ buttons.

Use this to verify details across multiple pages.

Saving Documents

Download Current PDF: Save the currently displayed document with its generated filename to your browser downloads.

Save All to Server: Batch save all processed documents to the server. Location depends on the preprocessing mode and entity configuration.

Save All Locally: Batch save all processed documents to your Documents folder at Documents\renamed_pdfs.

Send Email: Send the current invoice directly to selected recipients.

Sending Invoices via Email

Send processed invoices directly from the dashboard without leaving the application.

Email Settings Configuration

Before sending emails, configure your Microsoft account and signature.

1. Sign in with Microsoft
   Click Sign In with Microsoft in the Email Settings panel. A link will appear—click it to open the Microsoft sign-in page.

2. Complete authentication
   Sign in with your Microsoft account. Copy the code displayed in the sidebar instructions and enter it on the Microsoft page.

3. Confirm sign-in
   Return to the preprocessor and click Signed In on the sidebar to confirm authentication. The status will update to show you’re signed in.

4. Set up your signature
   Select an existing signature from the dropdown (pulled from classic Outlook) or click Add Signature to create a new one. Click Preview to verify your signature appears correctly.

Note

You will stay signed in for 3 months until you sign out.

Sending an Invoice

1. Click Send Email
   From the Save PDFs panel, click Send Email to open the send dialog.

2. Select recipients
   Choose recipients from the dropdown. Multiple recipients can be selected.

3. Review content
   The subject and message body auto-populate based on the current invoice. Edit if needed.

4. Send
   Click Send Email to send immediately, or Send & Delete to send and remove the invoice from the processing stack. Click Cancel to close without sending.

Tip

The current PDF automatically attaches to the email. The filename shown at the bottom confirms which document will be sent.

Manual Override

Click Manual next to any field to override automatic detection. This allows you to enter custom values when the system’s matching is incorrect.

Saving

When using manual override, press Enter to save your changes after typing.

Removing fields

To remove a field from the generated filename, use manual override and leave it blank.

Updating the Database

Before processing, verify your entity and vendor database is current. Both entity and vendor records follow the same editing workflow.

1. Click View / Edit Entity Database dropdown
2. The editor shows entity property, property name, and address columns
3. Click the + button (top right, highlighted in red) to add a new entry
4. Edit existing entries by clicking into the cells
5. Click Save Entity Database (bottom left, highlighted in green) to save changes

Tip

Keep the database updated to improve automatic matching accuracy and ensure documents save to correct folders.

App Settings

Customize the application display and tools from the App Settings panel in the sidebar.

Theme

Select Default Dark or other available themes from the dropdown.

Magnifier

Enable the magnifier to zoom in on PDF details while reviewing documents.

Tip

The magnifier helps verify small text, numbers, and details on invoices without changing the overall view.